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 Employee Vaccine Status Tracking and Covid-19 Testing




Vaccine Tracking

Employers can choose to either fully outsource the entire process to us or simply license our HIPAA-compliant tracking technology.

Clients can hire us to handle their initial burst of activity (about 4 - 8 weeks) or if desired, for on-going monitoring to handle new hires and weekly testers.  We can even port over your existing information into our environment.  Better yet, clients can be up and running in as little as 2 business days.   

To take our vaccine tracking survey employees simply register using their unique survey code.   Once registered employees answer a few questions pertaining to when and where they received their vaccines.  If they have not been vaccinated the survey then asks questions regarding their religious or medical exemptions as well their recent Covid-19 test results.  This process goes on until 100% of the employees respond.

We can also collect personal email addresses and mobile numbers if desired. 

Proof Review

Employees may upload their vaccine cards or submit their vaccination proof by mail or by email.  Regardless of the method, their supporting documentation is safe with us.  

In the event the proof is either inadequate or incomplete, our agents will reach out to the employee for additional information.  If you prefer we can simply collect the information and not verify it.

If you're looking to hire a firm just to review medical and/or religious exemptions you will be interested in our Exemptions Review service.

Regardless of the approach, employee tracking is easy with VaccTrackUSA

What We Offer

Reminder Notices

Let's face it.   Nobody likes Covid-19 and no one is thrilled about providing supporting documentation.  We recognize this issue and try to make it as easy as possible for your employees.  

To accelerate results we will use incentives, such as prizes for employees that complete our survey and submit their proof by a pre-defined date.    Re: non-responders, we then send "friendly" reminders which can be sent through the US Mail or digitally.  Again, this process continues until we get 100% participation.


Given the importance of vaccination tracking, reporting and analytics is a critical part of the process.  Why?  There's at least 3 reasons.

Reason #1 - Keep the workplace safe.

Reason #2 - Help mitigate against penalty risk.

Reason #3 - The c-suite will likely be inquiring about vaccine compliance daily.

As a result, clients benefit from our robust reporting and analytics capabilities.

Covid-19 Testing

If you're looking to supply your employees with Covid-19 PCR tests, Molecular NAAT tests, and/or Antigen tests we can help.  Just let us know how many kits you'll like.  We'll ship them either directly to your place of business or directly to your employees' homes.

Through our partnership with a licensed lab, we will provide your employees with test results within 24 hours of receiving each swab.  We'll even provide shipping materials if needed.

Good news! Covid-19 testing is available as a standalone service.  Please contact us for pricing.


Even better news!  We will include our employee vaccine tracking service when your employer commits to buying X number of tests.  Please contact us to learn more. 



Deep Industry Knowledge

This is not our first rodeo.  Our team has wide and deep Human Capital Management (HCM) expertise.  Employee benefits administration, HCM data aggregation, and employee tracking are just a few of our core competencies.

We take great pride in saying not one of our many ACA compliance administration clients ever paid $1.00 to the IRS due to tracking or reporting penalties.

At the end of the day, employers count on us to get the job done accurately, on time and within budget.

Years of Experience

Employers should take comfort knowing that our team is comprised of experienced professionals.  To further ensure our clients are in good hands, all new hires 1) Must have relevant experience, 2) Successfully complete our training program, 3) Sign our Confidentiality Agreement as well as our HIPAA BAA, and 4) Continuously perform well.

Clients should take  additional comfort knowing HR Best Practices  has been in business for over 20 years.  Moreover, the President of our company has over 35 years of experience servicing large employers.

Attention to Detail

Every client and every employee experience is important to us.  To that end, we listen carefully to each client's unique needs and ensure their needs are met throughout the project.   For employees we provide a secure environment for their information and use best efforts to provide additional assurance.  

In addition, given the importance of "getting it right the first time" each team member reviews pertinent information to ensure each employee's packet is complete and accurate.

Why Us
About Us



While Covid-19 vaccination tracking is new for employers, communicating with employees and collecting personal supporting documentation is not new to us.   That's because our team has performed hundreds of dependent verification and working spouse audits since 2005.

Employers and employees can take comfort knowing their vaccine tracking is in good hands.  The VaccTrackUSA management and operational team has been providing employee benefits administration and medical/Rx claims data-driven healthcare cost containment services for 20 years through the parent company, HR Best Practices.   As a HIPAA-compliant business associate, your data is safe and secure.


To learn more about our how our vaccine tracking process works kindly visit the "What We Offer" tab.  We appreciate your interest, thank you.

We would like for you to get to know us.  Prior to starting HR Best Practices (our parent company) in 2001, our President worked for leading consulting firms including PriceWaterhouseCoopers, Johnson & Higgins, and Mercer HR Consulting.

Here's a short list of some of the employers  and carriers we've worked with since 2001.

  • Air France

  • BMW

  • Commonwealth of Pennsylvania

  • EmblemHealth

  • Evonik

  • Goodwill

  • Medco

  • MetLife

  • NYU Hospital and School of Medicine

  • Personnel Staffing, Inc.

  • ShopRite

  • Staples

  • State of Iowa

  • Viacom

  • VIP Staffing

  • VOYA

  • Wakefern

  • Zurich NA

HR Best Practices offers a variety of other health insurance and benefits administration solutions.  Kindly click on the respective Youtube links to watch our short videos to learn more.

Health Equity

Reminder Notices for Voluntary Benefits

ACA IRS Reporting

Click here to read other articles about HR Best Practices.

NYC Employers


Are you a private employer in NYC?

Do you need an easy, affordable, and secure way to track the vaccine status of your employees?

Does text technology sound like a no-brainer?

Look no further!  While our solution can handle tens of thousands of employees, our NYC platform is designed specifically for employers with 50 to 500 employees.  Please contact us to learn more at  Thank you and stay safe! 



Our Address


HR Best Practices / VaccTrackUSA

795 Franklin Avenue

Franklin Lakes, NJ 07417

Our Email

Our Phone

877.VAX.1USA (877.829.1872)

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